Roles, admins, and permissions explained
Who can log in, what collaborators can access, and available roles
Not everyone in SetHero needs the same level of access. Here's how roles and permissions work, covering who can log in and what they can do.
The main distinction is between people you add to your projects as contacts and people you invite to your company as collaborators.
- Contacts: adding someone to a project or importing a crew list simply creates a contact record. Assigning a role like "Director of Photography" only affects how they appear on the call sheet. It does not give them login access to SetHero.
- Collaborators: to give someone a login so they can work inside SetHero, invite them to your company. See Invite your team.
Collaborator roles: what can they access?
When you invite someone, you define their access level.
- Company Owner: the person who created the company account has complete access to everything. Owners can manage all projects and delete the company. They can also require two-factor authentication for every member.
- Company Admin / Collaborator: anyone else you invite to help manage your projects. You control their access in one of two ways:
- All projects: they automatically have access to every project, now and in the future.
- Select projects: they see and open only the specific projects you assign to them.
Both roles can invite or remove team members, edit general company settings, and manage billing on the Company Billing page, including changing the plan or card and cancelling the subscription.
Tip: For freelancers hired for one show, use Select projects. Their project list shows only that production, not projects you add later.
Note: Select projects limits which projects someone can open. It doesn't limit billing, so anyone you invite can manage your company's billing. Only invite people you trust with it.
Important: Your subscription plan may limit the number of collaborators you can invite. If you reach the limit, you'll need to upgrade your plan.
Organization administrators (enterprise and education)
If your team is part of a larger organization, such as a school or a large business, you may also have Organization Administrators. These admins have higher-level controls over group codes and user management, separate from project-level access. This role is only available on certain SetHero plans. See School and organization partnerships.